HVAC Service Invoice Template

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The HVAC invoice template is a receivable that is commonly sent when a service or repair has been administered. If the invoice was submitted due to a repair, the parts plus labor must be factored into the receivable along with the payment terms. For weekly, monthly, or quarterly recurring services, the invoice should be sent with the agreed upon service contract unless a “handshake” deal was made. The invoice is usually due when the repair has been completed, due immediately.

What does HVAC Stand For?

Heating, Ventilation, and Air Conditioning

How to Write in Adobe PDF & Microsoft Word

DownloadAdobe PDF or Microsoft Word

1 – Download The Template To Issue An Invoice For Heating, Ventilation, And/Or Air Conditioning (HVAC) Work

When it is time to bill a Client for HVAC parts or services, you will need to issue some paperwork defining specific facts. This can be easily accomplished with the Adobe PDF file available here. Obtain this document using the appropriate button or link displayed above.

2 – The Contracted Company’s Name Should Be Stated And Its Information Presented

First, clearly identify the issuing party. Typically, this is the same entity that performed the work or supplied the parts this document lists. Start by deleting the words “Company Name” and entering the official Name of the HVAC Company issuing this Invoice. Next, we will tend to the first few blank spaces in the upper left-hand corner. Notice each of these spaces is clearly labeled. The first line is labeled “Name” and refers to the HVAC Employee or Service Technician issuing this Invoice. The blank lines labeled “Street Address,” “City, State, Country,” and “ZIP Code” call for a report on the HVAC entity’s Mailing or Business Address. Note: The field “Street Address” refers to the Building Number, Street Name, Unit Number/PO Number of the HVAC entity. An entity’s Contact Information is usually considered incomplete if it does not include a valid (and well-maintained) Business Phone Number Number and E-Mail Address. Report this information on the next two lines to complete this area.

3 – A Recording Of The Invoice Number And The Invoice Recipient Should Be Made Here

The predetermined reference number assigned to this document in the HVAC entity’s filing systems should also be given to the Client. The darkened bar after the HVAC entity’s information contains two empty lines: “Invoice #” and “Date.” Make sure these fields are both supplied with the information requested. The “Bill To” part of this document should have the HVAC Client’s billing information. This requires the Client’s Name, Street Address, City, State, Country, and Zip Code to be clearly listed. Utilize the four blank lines in this part of the Invoice to report the Address where the HVAC Client wishes to receive its Invoices.

4 – The Customer Should Be Clear On All The Parts And Labor Charges That Must Be Paid

The HVAC Client will usually need to see the reason for the Invoice Amount that must be paid. Since most HVAC Clients will need parts, services, or both defined, the next section will focus on providing a method for covering the information the HVAC Client will want to see.

In the “Products” section a simple four column table has been developed to quickly record each part, equipment, or merchandise the HVAC Client will have to pay for. Each of these items should be discussed on its own row. Begin by recording how many pieces, parts, or equipment the HVAC Client ordered in the “Quantity” column, then record the Name or Product ID Number in the “Description” column. This should be followed by the “Unit Price” or how much just one of the ordered pieces/parts/equipment costs. Customarily, when supplying such a ledger, you will want to sum up how much the HVAC Client must pay. The last column of this table will achieve this nicely but will need to have the “Quantity” times the “Unit Price” calculated and presented on the appropriate row. The bottom of this column will have one additional field: “Total Products.” This will be the sum of the numbers entered in “Amount” for each row containing information. The next table, “Labor,” will also present four columns and several rows where we will report some billing information for the work hours the HVAC Client will be responsible for. You will need to enter all the “Hours” you are billing for in the first column, describe what was done or worked on in the second column, and report how much per hour will be charged for each Hour worked in the third column. The “Amount” column will need a dollar value for each described job recorded. To deliver this, multiply “Hours” by “$/Hour” on one row and record the result on the same row in “Amount.” Make sure to add each of these numbers to the “Total Labor” field at the end of this column.

5 – Deliver The Total Amount And Terms The Customer Must Satisfy

Just after the two tables above will be a group of three fields: “Subtotal,” “Tax,” and “Total.” Utilize the “Subtotal” field to inform the HVAC Client the official sum of the figures in “Total Products” and “Total Labor.” If the HVAC Client must include a Tax Amount in this payment, then supply the amount of Taxes that must be paid in the “Tax” field. Finally, add “Subtotal” and “Tax” then input this figure in “Total.” The first statement at the bottom of this page, “Payment Is Due Within…” requires a number of days to be entered on the blank line it presents. This number is the grace period the HVAC Client is given, upon receipt of this document, to pay the Invoice Amount. The HVAC Company can also place additional information using the blank lines attached to the statement “Comments Or Special Instructions.”

How to Write in Microsoft Excel (.xlsx)

DownloadMicrosoft Excel (.xlsx)

1 – The Heating, Ventilation, Air Conditioning Invoice Template Is Available As An Excel File

You may download a copy of this template to your computer when you are ready to send an Invoice for HVAC charges to a Client. You may use this document as many times as you like once you download it. Use the “MS Excel” button (or link) on this page to gain access to a spreadsheet version of this invoice.

2 – Name The HVAC Company Requiring Payment Of This Invoice

The HVAC Company involved may wish to use its logo for this document. If so, then place this logo in Cell A1.  Similarly, the Name of the HVAC Company will need to be supplied to Cell A2. The next items this area call for is the Name And Address of the sender. Typically, this is either the Technician or an Employee of the HVAC Company. This party’s Full Name should be placed in Cell A3.  Finally, make sure the Mailing Address, E-Mail Address, and Telephone Number where the HVAC Client may reach this paperwork’s Sender is clearly shown. The Mailing Address should be entered on the lines labeled “Street Address,” “City, State, Country,” and “Zip Code” while the HVAC Company’s Contact Information should be provided on the lines designated as “E-Mail” and “Phone”

3 – Officially Invoice The Customer

The HVAC Invoice we are filling out will need a unique Filing Number and the Date when its terms will apply entered in the F4 and H4  cells respectfully. In addition to the Invoice filing information, we must also show who this paperwork is addressed to. We will handle this task in the next section (titled “Bill To”) and use several cells (A11 to A14) to record this paperwork’s recipient. Enter this information by replacing the current text in these cells with the appropriate Address (i.e. enter the Client’s Building Number/Street Name/Unit number in “Street Address”).

4 – An Account Of The Parts And Labor Involved Should Be Included

The tables in this spreadsheet will deal specifically with what the HVAC Client has ordered. We can use these pre-formatted group of cells to specifically name the “Products” the HVAC Client is obligated to pay as well as the billable services or “Labor” provided by the HVAC Company to this Client.

Use the “Products” table’s first column (A) to enter a clear “Description” of the parts or equipment the HVAC Client required. Then show how many of these parts/equipment were ordered in the second column (F), and that item’s “Unit Price” in column G.  The formulas in the “Amount” column will show appropriate dollar values as you work. Each row will be added in this column, and the HVAC Client will be given a “Total Products” Amount as a result. Oftentimes, there will be some “Labor” the HVAC Client will have to pay for. Reporting this will be handled in the next group of cells (below the word “Labor”). Describe each Project/Job Name/Reference Information for each job being billed hourly to the first column in the “Labor” table. Next, you must supply how many “Hours” are being billed for that job in the second column, and the amount of money that must be paid per hour for each job in the “$/Hour” column. The information supplied here will be used by column H, to display how much must be paid for each Job or Project listed and a total sum of the amount owed for “Total Labor.” 

5 – All Terms Should Be Solidified At The Time Of Invoicing

Now we will turn to exactly what the HVAC Client must do to satisfy this Invoice. First, we will have to enter the dollar amount of Taxes the HVAC Client must pay for this order. This should be filled into cell H36. This will complete the information required to calculate the total amount of money the HVAC Client is being called upon to pay.    If the HVAC Customer is allowed a grace period, document it as a number of days from the receipt of this HVAC Invoice in cell H37. Any information that needs to be included with these terms should also be supplied in this document. Cell A38 will present an area where this additional information may be delivered.

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